Sports Facility Hire, Licences and Leases Agreement Policy – Operational Guidelines
Page 1 of 7
Community Wellbeing – Leisure Services
June 2014 Rev A
Attachment 4
SPORTS FACILITY HIRE, LICENCES AND LEASES
AGREEMENT POLICY
OPERATIONAL GUIDELINES
The Sports Facility Hire, Licences and Leases Agreement Policy will be implemented using the
following guidelines to ensure the aims of the policy are met.
1.0 TYPE OF AGREEMENT AND TENURE
Council’s sporting facilities will be allocated as follows:
a.
Sporting clubs that share a playing field(s)/pavilion(s) or play on a seasonal basis
will be offered a seasonal licence agreement for a period of 6 months. Summer
Allocations will run from 1 October to 31 March and Winter Allocations from 1
April to 30 September.
b.
Sporting clubs that are sole users of a sporting field/pavilion and/or use the fields/
pavilion for a time period greater than 1 season (6 months) during the year will be
offered an annual licence for a period of 12 months.
c.
Sports Clubs that act as ‘parent bodies’ will be offered a lease of the pavilion for a
period of 3 years with two 3 year options at Council’s sole discretion.
d.
Sports clubs that have previously been on a lease and/or are a sole tenant of a
facility with exclusive use will be offered a lease for the facility (e.g. Tennis clubs)
for a period of 3 years with two 3 year options at Council’s sole discretion.
e.
Casual users will be provided with a hire agreement for a defined activity at a
defined time.
2.0 CATEGORISE LICENSED FACILITIES
2.1.
All Council sporting pavilions and playing fields operated via a licence agreement will
be categorised on an annual basis according to their standard. This will be achieved
by:
a.
Development of categories that differentiate between the standard of playing
fields and pavilions within Brimbank.
Table 1 - Playing field categories
Category Definition
A
Field which has been upgraded/extensively renovated in the last 3 years and/or Field
that has sports ground lighting upgraded in the last 5 years.
B
Field which was upgraded/extensively renovated between 3-5 years ago and/or Field
that has sportsground lighting upgraded more than 5 years ago
C
Field which has not been upgraded/extensively renovated in the past 5 years and/or
Field with no sportsground lighting.
Table 2 – Pavilion categories
Category Definition
A
New building or building which has been significantly upgraded by Council in the last 5
years
B
Building which was built or extensively upgraded by Council between 5-7 years ago
C
Building which was built or last upgraded more than 7 years ago
Sports Facility Hire, Licences and Leases Agreement Policy – Operational Guidelines
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Community Wellbeing – Leisure Services
June 2014 Rev A
b.
An assessment has been undertaken on all sporting facilities to determine their
initial categories (See Appendix 1 and 2).
c.
Annually reviewing and reassessing the category each facility falls into having
regard to any capital works projects undertaken at the site.
3.0 APPLICATION, ASSESSMENT AND APPROVAL PROCESS
3.1.
Applications for hire agreements can be made at any time on the relevant application
form, applications for winter season and annual licences will be called for in
December/January and applications for summer season licences will be called for in
August each year.
3.2.
Licence Applications must be submitted annually and comprise of a formal
application with the following information and documentation supplied as a minimum:
a.
Name and contact details of the Liaison Officer for the club;
b.
Listing of registered teams;
c.
Information on participant numbers;
d.
Facilities requested and times;
e.
Details of all current Committee Members of the club;
f.
Agreement to the Terms and Conditions of the agreement;
g.
Copy of current Public Liability Insurance Certificate;
h.
Copy of AGM minutes held within last 12 months;
i.
Copy of Annual Report from previous year including financial
statement as per requirements of
Associations Incorporation Reform
Act 2012;
j.
Facility key register providing details of all key holders;
k.
Current Business Plan;
l.
Copy of current Liquor Licence (if applicable);
m.
Copy of current Food Registration Certificate (if applicable);
n.
Request for discounts and evidence.
3.3.
Clubs on leases must provide the following documentation on an annual basis as a
minimum:
a.
Name and contact details of the Liaison Officer for the club;
b.
Listing of registered teams;
c.
Information on participant numbers;
d.
Details of all current Committee Members of the club;
e.
Copy of current Public Liability Insurance Certificate;
f.
Copy of AGM minutes held within last 12 months;
g.
Copy of Annual Report from previous year including financial
statement as per requirements of
Associations Incorporation Reform
Act 2012
;
h.
Pavilion key register providing details of all key holders;
i.
Current Business Plan;
j.
Evidence of formal written agreement between club and any
commercial coaches or businesses that charge participants a fee for
their services;
k.
Copy of current Liquor Licence (if applicable);
l.
Copy of current Food Registration Certificate (if applicable);
m.
Requests for discounts and evidence
Sports Facility Hire, Licences and Leases Agreement Policy – Operational Guidelines
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Community Wellbeing – Leisure Services
June 2014 Rev A
3.4.
Following the closure of the application period, Council’s Leisure Services
Department will assess all applications using the following criteria to determine the
allocation of facilities:
a.
History of tenancy;
b.
Capacity of the facility;
c.
All information and supporting documents submitted;
d.
Ability to provide sporting activities that benefit and engage with the
community;
e.
Applicant’s alignment with Council’s Vision, Mission and Values.
3.5.
Licence and Lease Agreements will not be offered to:
a.
Clubs that are not affiliated with their relevant State Sporting
Association or Peak Body to ensure clubs are meeting the required
standards for operation;
b.
Clubs with a debt to Council over 120 days old until the debt is
resolved or an approved payment plan is entered into and followed to
resolve the debt;
c.
Unincorporated bodies and those without the necessary insurance.
3.6.
Formal approval and notification of all applicants will be provided in writing once
allocations have been approved.
3.7.
Keys will be provided where necessary to provide access to facilities for allocated
clubs.
4.0 LICENCE FEES, CALCULATIONS AND DISCOUNTS
4.1.
The Fees and Charges for licensed facilities will be as follows:
Table 3 Pavilion Costs
Table 4 Sports Grounds Costs
Category Licence Fee per
annum 2014/15
A
$ 2000
B
$ 1500
C
$ 1000
Note: Licence Fees detailed in Table 3 and 4 above will increase by CPI on an annual basis
4.2.
Clubs operating on a licence will be charged for the amount of time they are
allocated a facility:
a.
If a club solely occupies a pavilion and/or playing field for a full year, it will be
charged the full per annum fees for the pavilion and/or playing field.
b.
If a club solely occupies a pavilion and/or playing field for a season (half
year), it will pay 50% of the per annum fees for the pavilion and/or playing
field.
c.
If a club occupies a pavilion and/or playing field with one or more other clubs,
it will pay a portion of the per annum fee based on its length of use (season
or full year) for the pavilion and/or playing field.
4.3.
Fees will be calculated by identifying the number of each category facility that is
used by the club and adding them together to provide a total fee.
Category
Licence Fee per
annum 2014/15
A
$ 1000
B
$ 800
C
$ 500
Defined open space
$250
Sports Facility Hire, Licences and Leases Agreement Policy – Operational Guidelines
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Community Wellbeing – Leisure Services
June 2014 Rev A
4.4.
Clubs operating on a licence will be able to reduce their fees and charges by a
maximum of 80% by applying for the following discounts as part of the application
process.
Table 5. Discounts available
Item
Requirements
Supporting Information Required
Discount
Formal Participation Opportunities for
Juniors and Females. (only 1 discount
level applicable per club)
Level 3 – Club has 2 or more junior teams and 2 or more
female teams.
Details of teams from past season.
30%
Level 2 - Club has one junior team and one female team Details of teams from past season.
20%
Level 1- Club has either a junior team or female team.
Details of teams from past season.
10%
Participation Opportunities for Newly
Arrived, Culturally Diverse,
Disadvantaged communities and People
with a Disability.
Club has at least one approved program creating
participation opportunities for one of these target groups.
Details of program/opportunity for target
group held in last 12 months.
20%
Business Plan
Current Annual Business Plan
Copy of current Business Plan with
allocation application
20%
Club Development Network Attendance
100% attendance at Club Development Network meetings
annually
Nil. Council will check attendance records
from past 12 months to confirm 100%
attendance.
20%
Volunteer Development Program
Volunteer development or recognition program
Details of program held within last 12
months.
20%
Accredited with State Sporting
Association Club Development Program
Accredited with relevant program
Copy of Accreditation Certificate from last
12 months.
10%
Accredited with Good Sports Program
Accredited with Good Sports Program
Copy of Accreditation Certificate from last
12 months.
10%
4.5.
Council will invoice clubs the fee minus any discount following the confirmation of the
allocation.
4.6.
A list outlining the current fees is included in Appendix 1.
4.7.
To assist in the transition to the costs associated with the new policy all clubs on a
licence will automatically receive the 80% discount in the first year after which they
will need to meet the criteria for future years discounts.
4.8.
To assist newly developed clubs, they will be eligible for the automatic 80% discount
of fees for three (3) years from the date of incorporation.
4.9.
Category fees will be reviewed on an annual basis.
4.10.
Club fees will be reviewed on an annual basis. All components of the club fee will be
reviewed including the category of each facility, frequency and type of use and
eligibility for discounts.
5.0 LEASE FEES AND CALCULATIONS
5.1.
The fees and charges for leased facilities will be as follows:
a.
The pavilion fee is calculated as 0.4% of the depreciated asset value.
b.
A per playing surface fee will be charged as follows:
Playing Surface Fee per surface
Tennis Court
$100 per court
Bowls Greens
$100 per green
Bocce Piste
$50 per piste
Defined open space
$250
5.2.
The total fee payable will be calculated by adding the pavilion fee to the total playing
surface fee for the number of surfaces used.
5.3.
Clubs operating on a lease will be able to reduce their fees and charges by a
maximum of 80% by applying for the discounts listed in Table 5.
Sports Facility Hire, Licences and Leases Agreement Policy – Operational Guidelines
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Community Wellbeing – Leisure Services
June 2014 Rev A
5.4.
To assist in the transition to the costs associated with the new policy all clubs on a
lease will automatically receive the 80% discount in the first year after which they will
need to meet the criteria for future years discounts.
5.5
A list outlining current lease fees is included in Appendix 2.
6.0 MANAGEMENT OF AGREEMENTS AND USE OF FACILITIES
6.1.
Council may suspend or terminate an occupancy agreement if it has good cause
including, but not limited to:
a.
The club has breached the terms and conditions of the occupancy
agreement.
b.
The club has failed to pay their fees or utility bills.
c.
The club has refused or ignored a reasonable request to share their facility.
d.
The club fails to provide information requested by Council by the designated
timeframe.
6.2.
Maintenance responsibilities will be outlined in each agreement with clubs expected
to undertake their responsibilities safely and with Council permission where required.
Casual users will be governed by the terms and conditions of the hire agreement,
licences and leases as per the conditions of their agreement.
6.3.
Council officers will undertake formal facility inspections biannually to ensure the
terms and conditions of the agreements are being adhered to and that facilities are
being kept at the required standard. Urgent issues that are a club responsibility must
be rectified within 24 hours or Council will arrange for works to take place at the clubs
cost. Clubs will be allowed 2 weeks to rectify any other issues which are their
responsibility. If issues are not rectified after this period, clubs will be contacted by
Council and a further week provided, after which inaction on rectifying the issue will
result in Council undertaking the works and charging the cost to the club.
6.4.
Council officers will conduct sport specific club development network meetings each
year to ensure positive working relationships exist with clubs and to educate and
inform clubs.
6.5.
Council officers will meet regularly with clubs onsite at their facilities to maintain
contact and address issues as they arise.
6.6.
Council officers will collect information from clubs on an annual basis to ensure clubs
are sustainable, maximising the use of facilities, engaging with their local
communities and planning strategically for the future.
6.7.
Council officers will meet annually with clubs operating on a lease to ensure clubs are
meeting the operational requirements of the lease.
Sports Facility Hire, Licences and Leases Agreement Policy – Operational Guidelines
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Community Wellbeing – Leisure Services
June 2014 Rev A
Appendix 1 – Fees and charges by licensed facility 2014/15
Reserve
Address
Pavilion
Classification
Fee Per
annum
Playing Field Playing Field
Classification
Fee Per
annum
Ainsworth
Glengala Road Ardeer
A $2000 Oval
B $800
Ardeer
Helene Street Ardeer
C $1000 Pitch
B $800
Arthur Beachley
Ardoyne Street Sunshine
C $1000 Pitch
A $1000
Balmoral Park
Windsor Blvd, Derrimut
A $2000 Oval 1
A $1000
Oval 2
A $1000
Barclay Baseball
Talmage Street Sunshine
Lease
Diamond
A $1000
Diamond
C $500
Bon Thomas
Adeline Court, Deer Park
-
-
Oval
C $500
Castley
Simmie Street West Sunshine
A $2000 Pitch 1
A $1000
Churchill
Fox St, St Albans
Lease- social
B -change
rooms
$1500 Pitch 1
B $800
Pitch 2
A $1000
Pitch 3
C $500
Delahey
Copperfield Drive, Delahey
- -
Oval
A $1000
Dempster Park
Phoenix St, Sunshine
A $2000 Oval
B $800
Diamond
Diamond Avenue, Albanvale
- -
Oval
C $500
Errington
Main Road East St Albans
C $1000 Oval
A $1000
Green Gully Bocce
McRae Blvd, Keilor Downs
- -
Open Space
1 $250
Green Gully Sport
McRae Blvd, Keilor Downs
A $2000 Oval
A $1000
Pitch 2
B $800
Pitch 4
B $800
Training
B $800
J R Parsons Cricket
Stanford Street Sunshine
Lease
Oval 1
B $800
Oval 2
C $500
J R Parsons Football
Stanford Street Sunshine
Lease
Oval 1
B $800
Oval 2
C $500
John McLeod Sport
Hume Street Deer Park
B $1500 Oval 1
B $800
Oval 2
C $500
Keilor Lodge Reserve
Keilor/Melton Road Sydenham
B $1500 Pitch 1
B $800
Pitch 2
B $800
Pitch 3
C $500
Keilor Park Athletics
Keilor Park Drive Keilor Park
C $1000 Track
B $800
Keilor Park Sport
Keilor Park Drive Keilor Park Lease
Oval 1
A $1000
Oval 2
C $500
Oval 3
C $500
Oval 4
C $500
Oval 5
C $500
Keilor Park Soccer
Keilor Park Drive Keilor Park Lease
Pitch 1
B $800
Pitch 2
B $800
Pitch 3
A $1000
Keilor Park Softball
Keilor Park Drive Keilor Park
C $1000 Diamond 1
C $500
Diamond 2
C $500
Diamond 3
C $500
Diamond 4
C $500
Keilor Park – Model Car Tracks Keilor Park Drive Keilor Park
- -
Open space
1 $250
Open Space
1 $250
Keilor Recreation Sport
Old Calder Highway Keilor Lease Social, A
change rooms
$2000 Oval
A $1000
Kevin Flint Memorial Reserve Furlong Rd Cairnlea
B $1500 Pitch 1
B $800
Pitch 2
B $800
Oval
C $500
Larissa
Larissa Road St Albans
C $1000 Pitch 1
B $800
Lionheart Sport
Lionheart Ave, Taylors Lakes Lease or B $1500 Oval 1
B $800
Oval 2
C $500
Sports Facility Hire, Licences and Leases Agreement Policy – Operational Guidelines
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Community Wellbeing – Leisure Services
June 2014 Rev A
Reserve
Address
Pavilion
Classification
Fee Per
annum
Playing Field Playing Field
Classification
Fee Per
annum
Lloyd
Lurg Avenue St Albans
C $1000 Pitch 1
B $800
McKechnie
McKechnie Street St Albans
A $2000 Pitch 1
B $800
Pitch 2
B $800
More Park
Esmond Street Ardeer
C $1000 Diamond 1
A $1000
Diamond 2
C $500
Diamond 3
C $500
Diamond 4
C $500
Diamond 5
C $500
Ralph
Ralph Street West Sunshine
B $1500 Pitch 1
B $800
Robert Bruce
Gould Street Deer Park
C $1000 Oval
B $800
Sasella Park
Station Road, Deer Park
A $2000 Oval
C $500
Selwyn Park
Selwyn Street Ardeer
C $1000 Oval
B $800
Talintyre
Talintyre Road West Sunshine
C $1000 Oval
C $500
Appendix2. Fees and charges by leased facility 2014/15
Reserve
Address
Current Lease
expiry
Pavilion
depreciated
asset value
Fee Per
annum (0.4%)
Playing Field Playing Field
Numbers
Playing
Field fee
Barclay Baseball
Talmage St, Albion
-
$366,807 $1,467 Licence
Barcaly Fly casting
Talmage St, Albion
-
$25,764 $103
Carrington Bocce
Carrington Drive Albion Over holding $322,230 $1,289 Pistes
5
$250
Carrington Pigeon
Carrington Drive, Albion 1/1/ 2018 $77,175 $309
Churchill – Social Rooms Fox St, St Albans
Over holding
lease
$1,110,272 $4,441 Licence
Carrington – Off Road Cars Carrington Drive Albion
-
-
-
Open Space 1
$250
Delahey Tennis
Copperfield Drive, Delahey -
$51,078 $204
Tennis Courts 6
$600
Dempster Tennis
Phoenix St, Sunshine
Not found $208,622 $834 Tennis Courts 4
$ 400
Errington Tennis
Main Road East St Albans Not found $28,020 $112 Tennis Courts 4
$ 400
Green Gully Dogs
McRae Blvd Keilor Downs 30/4/2017 $59,542 $238
Open Space 1
$ 250
Green Gully Tennis
McRae Blvd Keilor Downs Over holding $141,586 $566
Tennis Courts 8
$800
Green Gully Traffic Centre McRae Blvd, Keilor Downs 18/08/2018 $22,365 $89
Open Space 1
$250
J R Parsons Tennis
Stanford Street Sunshine Not found $108,331* $433
Tennis Courts 4
$ 400
J R Parsons Football
Stanford Street Sunshine Over holding $1,143,466 $4,574 Licence
J R Parsons Cricket
Stanford Street Sunshine Over holding $433,326* $1,733 Licence
Keilor Park Soccer- pavilion Stadium Drive, Keilor Park Over holding $941,472 $3,766 Licence
Keilor Park Sports Club -
pavilion
Stadium Drive, Keilor Park Over holding $710,689 $2,843 Licence
Keilor Park Tennis
Keilor Park Drive Keilor Park Over holding $114,627 $459
Tennis Courts 4
$400
Keilor Park Homing Club Keilor Park Drive Keilor Park Over holding $57,938 $232
Keilor Recreation Tennis Old Calder Highway Keilor Not found $32,265 $129
Tennis Courts 4
$400
Keilor Recreation – Pavilion Old Calder Highway, Keilor Over holding $541,720 $2167 Licence
Keilor Recreation Bowls Old Calder Highway Keilor Over holding
Bowls greens 2
$200
Kings Park Bowls
Magnolia Avenue, Kings
Park
26/07/43 $742,196 $2,969 Bowls greens 2
$200
Lionheart Tennis
Lionheart Ave, Taylors
Lakes
Over holding $186,800 $747
Tennis Courts 9
$900
Lionheart Sports
Lionheart Ave, Taylors
Lakes
-
$1,041,784 $4167 Licence
Overton Lea Tennis
Overton Lea Boulevard
Sydenham
Not found $292,950 $1172 Tennis Courts 6
$600
Sasella Park Tennis
Station Road Deer Park Not found $81,339 $325 Tennis Courts 6
$600
Selwyn Park Tennis
Selwyn Street Ardeer Expired
$269,501 $1,078 Tennis Courts 6
$600
Sydenham Park –Aircraft Calder Highway, Sydenham -
Open Space 1
$250
*pavilion asset value divided by area occupied by each club to provide equitable figure.
